Wednesday, June 1, 2022

Dear John,

As we have previously shared in March, IMRF is updating our computer systems in October of this year. As part of this project, our employer secure site, Employer Access, will also be enhanced with a modern look and added features. IMRF will support you in the transition to our new system, but we need your help now to make go-live as successful as possible for you and your employer.  We have outlined important information and due dates below to begin the process of preparing your unit of government for the changes to the wage reporting transaction.

Wage Report File Template (csv)

Wage Report Specifications - Requirements, Testing and Tips (pdf)

What to do now

Use the document provided above to create your new Wage Report file. It includes formatting, field & file requirements, and other specifications. This specifications document is a revised version of the one you received in March. In addition to the original information, it includes frequently asked questions and reference information to help with any questions you may have. The new sections are noted in the Table of Contents.

If you haven’t already done so, please take these steps now:

1. Create a new IMRF Wage Report file to be tested by IMRF to ensure it is formatted properly.

• If you do not prepare your own file and utilize the services of a payroll software provider, partner with your service provider and provide the specifications document to them so they can prepare your test file.
• If you use one of the following payroll software providers, IMRF is already working with your provider to create and test the new Wage Report file, so you will not need to take action at this time related to step 2: BS&A, Computer Information Concepts (CIC), Civic Systems, Common Goal, Decision Systems, Harris Computer, LOCiS, Paylocity, PowerSchool, SDS (Specialized Data Systems), Skyward, Software Unlimited, Inc and Tyler Technologies.

2. Share this communication with others at your employer that need to know.

What to do next – Submit your file to IMRF by June 17

Once your new file is complete, send it to IMRF for a test upload. When sending, include ‘New IMRF Wage Report test file’ in the subject line for a faster response. To keep member data safe, send it via Secure Message through your Employer Access account. 

Highlights of significant reporting changes

Wage Report Dates

The current Wage Report Month and Year fields you are accustomed to are being replaced by 3 date fields in the new IMRF Wage Report file. To complete these dates using the same monthly reporting period that you do now, please use the following dates:

Contribution Calculation

IMRF benefits are funded by contributions towards two pension plan components: member benefits, and survivor benefits. In our new system, contributions must be calculated at the level of these individual components. These two individual calculations must be rounded to 2 decimals places, then added together for the total contribution amount that will be reported and paid to IMRF. The contribution must only be calculated this way to prevent validation errors that will prevent your ability to complete the wage report transaction.

Unlike our current system, no variance will be accepted. This means that IMRF will be unable to accept contributions over the amount calculated by our system and based on the earnings reported and the contribution rate per the member’s plan.  To prevent these errors , use the following information and calculation example:

IMRF Member contribution rate components per pension plan:

The steps to accurately do the calculation are as follows to avoid rounding errors:

1. Multiply the reportable earnings by the Member Contribution Component rate, do this calculation to the 3^rd decimal point.
2. Round your 3 decimal total to the 2^nd decimal place. This gives you your Member Contribution Component.
3. Multiply the reportable earnings by the Spousal Contribution Component rate, do this calculation to the 3^rd decimal point.
4.  Round your 3 decimal total to the 2^nd decimal place. This gives you your Spousal Contribution Component.
5. Add the Member Contribution Component and the Spousal Contribution Component to get the total reportable contributions.

To demonstrate these steps, the following contribution calculation example is for a Regular plan member with Reportable Wages plus Overtime earnings for the month, totaling reportable earnings of $1,342.00. Using the Regular Plan members contribution of 4.5% (3.75% for the member pension and 0.75% is for a surviving spouse pension). 

Calculated Member Contributions: $50.33 + $10.07 = $60.40

Please note: if calculating the contribution differently than noted above, it may result in a small difference, usually +/- a penny. This difference will prevent you from being able to complete the wage report transaction unless you manually adjust your contributions to match the IMRF system. 

We will support you and provide training

Please reach out with any questions you have about creating your new IMRF Wage Report. We are glad to help. You can reach us via email at Jmcgrath@imrf.org or communicate through Secure Message within your Employer Access account. When sending via Secure Message, note New IMRF Wage Report in the subject line. 

Rest assured, we are currently in the process of developing a very robust training program that will provide you with the information necessary to successfully transition to our new and expanded Employer Access website. Once available, training dates and additional information will be shared with you. For this reason, please be sure to review all the information we will be sending over the next several months and share it with the staff at your employer who will need it.  

Sincerely,

Dawn Seputis

Customer Service Director